GENERAL TERMS AND CONDITIONS – BOOKING A MEETING ROOM
These general terms and conditions apply to any provision of a meeting room by Mundo unless they are deviated from by special terms and conditions agreed between Mundo and the Customer. The general terms and conditions apply from the time of booking of a room, including taking an option.
I. Booking confirmation
Meeting rooms made available by Mundo may be booked either directly on the Mundo website, or by filling in and electronically signing a form available on the website.
The Customer may take an option on a room, either by email or by telephone. This option will remain valid for a period of two weeks.
The two-week period begins from receipt of the confirmation email when the option is taken by email, or from the day of the call when the option is taken by telephone. After this period, unless the booking form is received, the option will be automatically cancelled.
II. Right of refusal
Mundo is a company with strong values (detailed in the ‘about’ section of our website). It therefore reserves the right to refuse bookings from organisations or companies that are not in line with its values. For example, public political or religious meetings are not accepted at Mundo centres. Likewise, Mundo centres are not available for private parties. This list is not exhaustive.
Mundo reserves the right to cancel a confirmed online booking in breach of its values within five working days, as the reason for a meeting is not revealed through the online booking process. The party that has booked the room will then be fully reimbursed, without being able to claim any compensation.
Mundo also reserves the right to refuse any booking that could pose a threat to public order, the safety of the public or personnel, etc
III. Payment and invoicing
The invoice will be issued after receipt of the booking form and by the end of the month of the meeting at the latest. Payment of the total amount must be made in a single transaction within seven days of receipt of the invoice.
The room and any associated services will be charge for at the rates attached and/or available on the Mundo website.
In the absence of any contractual provision to the contrary, the basic equipment of the room will be made available free of charge. The Customer will be invoiced for any additional equipment requested.
IV. Booking conditions
The Customer undertakes to adhere to the times agreed to in the booking. Mundo reserves the right to charge the Customer for any breach of this obligation.
The same Customer may not hire all of the rooms in the centre or more than 60% of them, without prior written agreement from Mundo.
The Customer, that is to say the person who made the booking, undertakes either to be present or to designate a coordinator at the meeting.
The Customer undertakes to specify any special requests, such as for specific equipment (projector, etc.) or a specific furniture layout, in the booking form at the latest. This list is not exhaustive (see Article III).
V. Use of meeting rooms
The meeting room will be provided with lighting. The room’s provision also includes the Customer’s specific requests if these have been accepted and/or invoiced for by Mundo.
No rearrangement of the room may be carried out without the prior authorisation of Mundo. The Customer undertakes not to stick or staple anything to the walls or door and not to pin anything to the woodwork or furniture. The Customer may use the magnets and metal bars in the room for this purpose (if provided).
The Customer undertakes not to use the building’s kitchens (which are not intended for external visitors).
The Customer undertakes to leave behind the equipment that has been made available (e.g. flip chart, marker pens, etc.). Mundo reserves the right to charge the Customer the purchase price of any equipment taken away by the Customer.
The Customer also undertakes to comply with all rules of the charter displayed in the meeting room. The coordinator is required to inform the participants about these rules to ensure such compliance.
The rules on the evacuation of the building must be understood and complied with by those using the room. These rules will be provided by the building’s reception personnel before the Customer’s arrival.
VI. End of hire
The Customer must leave the room and the building at the appointed time for the end of the booking.
In the event of non-compliance with this condition, the Customer undertakes to notify Mundo on the emergency number (0489/248 212). A fixed charge of €150.00 will be invoiced to the Customer in the event of any intervention by the security provider following the triggering of the alarm (11.30 to 6.30) in the event of any failure to comply with this obligation. Compensation will also be charged for any time during which the room is occupied despite not having been booked.
Before leaving the premises, the Customer must check that the indoor and outdoor lighting is switched off, that the windows and doors leading to the outside are closed and that the heating is turned down.
The hired premises, furniture and equipment must be returned in the condition in which they were found.
The Customer will take away any waste or containers that do not go into the waste bins on the premises and collect crockery from the restaurant. In the event of any failure to comply with this obligation, a fixed charge of €25.00 will be applied.
The cleaning of the room will be taken care of by Mundo.
VII. Cancellation conditions
In the event of any cancellation of a booking, even for reasons unrelated to the Customer or due to circumstances of force majeure, the amount of the cancellation charge is as follows:
| Cancellation date | Amount refunded (% of expected price) |
| 2 days or less before the meeting | 0% |
| Between 3 and 8 days before the meeting | 30% |
| Between 9 and 30 days before the meeting | 50% |
| More than a month before the meeting | 100% |
In any event, the outstanding amount will be paid to Mundo within 30 days after the invoice has been issued, subject to Mundo’s right to demand additional compensation and interest. Costs arising from any liability or expense incurred by Mundo on behalf of the Customer will always be paid by the Customer.
VIII. Responsibilities and force majeure
The Customer is responsible for any damage caused to the rooms used, but also for damage caused to third parties, by its personnel, suppliers or subcontractors or by anyone allowed into the building by the Customer.
Mundo declines any responsibility in the event of the theft of equipment belonging to the Customer, accidental interruption of the provision of a service or distribution, or, more generally, in the event of any incident or accident resulting from circumstances beyond the control of Mundo, its representatives or its employees.
Moreover, Mundo may not be held responsible in the event of the interruption, suspension or prohibition of an activity imposed by a competent authority due to non-compliance by the Customer with the laws or regulations applicable to its activity. The Customer will remain bound by its contractual commitments to Mundo.
In addition, in the event of force majeure or circumstances beyond its control, Mundo reserves the right to cancel any booking; compensation for any such cancellation may not be sought.
Mundo will be released from its obligations towards the Customer and may not be held liable for compensation in the event of force majeure such as fire, natural disaster, acts or regulations of public authorities or decisions of a court, strike, lockout or other forms of labour conflict, lack of electricity or other essential services, failure of technical equipment or any other or similar cause beyond the reasonable control of Mundo. This list is not exhaustive. The Customer may not claim damages for any reason whatsoever.
The two parties undertake to find an amicable solution so that this contract can be performed as far as possible.
IX. Damage to/loss of equipment
Mundo may not be held responsible for any accident resulting from non-compliant use of the equipment made available.
The Customer will be invoiced for any damage to or deterioration of the equipment. Any abnormal damage to equipment will be subject to an additional charge as follows:
- A fixed charge of €25 for small items (e.g.: adapters, flip chart, extension cords, etc.);
- A fixed charge of €100 for projectors, microphones, sound equipment and conference call equipment.
Any equipment not returned will be invoiced for at its purchase price.
X. Catering
In the event that the Customer wishes to use a bar, restaurant or catering service, it is free to choose its supplier. The Customer undertakes to notify Mundo if it uses such a service.
The building’s arestaurant offers a bar, restaurant and catering service. For the sake of ease of organisation and access, Mundo encourages the Customer to consider the latter as a priority choice.
Whatever the Customer’s choice of catering service, it undertakes to contact the service provider directly without any involvement on the part of Mundo.
The Customer undertakes to ensure that delivery, installation and setting out of such catering are carried out within the room’s hire period. Waste must be put in the bins on the premises or taken care of by the Customer. In the event of non-compliance with these conditions, the Customer will be charged additional costs.
Mundo declines all responsibility for any item that is left behind or lost.
XI. Use of the organiser’s contact details for commercial purposes
By accepting these general terms and conditions, the Customer consents to Mundo using its contact details (email address, telephone number, etc.) for commercial purposes. This includes, but is not limited to, the sending of emails and newsletters, promotions and special offers. The Customer has the right to unsubscribe from such communications at any time by following the instructions provided in each communication or by contacting Mundo directly.
XII. Insurance
Claims on Mundo’s liability insurance may not be made on behalf of the Customer. In this context, the Customer undertakes to arrange insurance covering any damage caused to the buildings, installations and equipment made available to it.
Mundo’s fire insurance covers the Customer’s risks through a waiver of recourse, except in the case of intentional damage.
XIII. Applicable law and competent courts
The contract and these general terms and conditions are subject to Belgian law.
Any dispute relating to the validity, interpretation and/or implementation of the contract and these general terms and conditions that cannot be resolved amicably between the parties will be submitted exclusively to the French-language court of first instance in Brussels